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Welcome to NHS Property Services

NHS Property Services is implementing a new Purchase to Pay (P2P) system which will improve the service we offer to our suppliers.

We are moving away from paper based invoices and have partnered with Tradeshift, who will support you, as an active supplier, to submit your invoices electronically.

Tradeshift provides a free professional e-invoicing solution that integrates with popular accounting systems and has a fast web interface to make the process easy.

Tradeshift helps you get paid faster by providing real-time updates on your invoice status, and by preventing your invoices from getting lost in the mail.

We look forward to working with you on this new platform.

Benefits of eInvoicing with Tradeshift

Tradeshift increases invoicing accuracy, and improves visibility to the payment process and status through an easy-to-use web-based platform

Easy Setup

  • No installation of hardware or software required.
  • Supports both manual and highly-automated options allowing suppliers to submit invoices from within existing billing software.

Real-time Monitoring & Communication

  • Check the status of invoices with real-time updates in your computer or mobile browser.
  • Confirm invoice receipt -- no delays due to missing information or lost paper invoices.
  • Communicate and attach supporting documents directly from within Tradeshift.

Always Free

  • No setup fees, transaction fees, or service charges.
  • Invoice other customers through the Tradeshift network at no charge.

Public Profiles & Network

  • Promote your business, products and services to the fastest-growing network of connected companies. Get a modern web presence easily and efficiently.

Getting Started with Tradeshift

We built a short guide on how to get started quickly with only 5 steps.

Detailed in this short guide are the steps invited suppliers will take as a response to their customer’s email invitation.

Three ways to invoice

Tradeshift has made it possible and easy for any business to invoice their customers - no matter the invoice volume. Depending on the volume of invoices you send, we recommend the following:

  • 1-10 invoices a month: manual entry in the web interface. Using the intuitive and fast invoice creation tool in the Tradeshift platform, invoicing has never been simpler! Choose your customer, fill in your invoice details, and send! See here for a guide on using the invoice creation tool
  • 10-30 invoices a month: Documents Uploader or CloudScan. Using this method, you can upload your PDF invoices (or any other of our supported formats) to our CloudScan engine, which will convert your file to the native Tradeshift TSUBL format. You will then have to log into the platform and validate the CloudScan engine's transcription.
  • 30 invoices a month: Integrated solutions. For large invoice volumes, we recommend that you integrate your accounting software with the Tradeshfit platform, sending invoices via file transfer protocols or API. Take a look at our integration page for more information!

Invoicing NHS Property Services using EDI

NHS Property Services encourages their suppliers sending a large volume of invoices (30 invoices a month) to do so in an integrated manner. This means connecting your internal ERP system to Tradeshift and enabling automatic document transfer using secure file transfer protocols such as SFTP, FTPS or using the Tradeshift API.

Tradeshift supports a wide selection of document formats, such as CSV, EDIFACT, XML, etc. The Tradeshift Technical Integration Engineers can help you set up the connection and properly configure your document files.

If you would like to know more about the integration possibilities on Tradeshift, please go to this page. If you would like to start an integration with Tradeshift, please contact our support team via ticket.

Invoicing NHS Property Services

NHS Property Services will use Tradeshift to facilitate the following business documents and communication flows:
  • Inbound invoices (invoices sent from suppliers)
  • Inbound credit notes (credit notes sent from suppliers)
  • Invoice statuses back to the suppliers (coming later in 2017)
  • Credit note statuses back to the suppliers (coming later in 2017)
  • Business firewall validation rules and error messages.
You may find the attached Quick Reference Cards helpful – they include a step by step guide to submitting invoices to us:

Validation Rules

The following Validation Rules have been put in place for NHS Property Services to ensure the correct information is entered by their suppliers. These suppliers are split into two groups: PO (Purchase Order mandatory) and PO/non-PO suppliers (Purchase Order optional).

For all Suppliers

  • If a Purchase Order reference is entered, it must be open and valid withenough remaining value and assigned to you as a supplier– see ‘Other Things to Remember’ section below for details on old PO Numbers (starting ‘306XXXXXX’)
  • All invoices must have a unique invoice number

For PO Suppliers

For PO Suppliers, a valid PO number is mandatory as well as Order line no. reference. Further Invoice validation against the valid PO will be performed as per the details below:

  • Line quantity: Checks that invoice line quantity does not exceed PO line
  • Line amount: Checks that invoice line amount does not exceed PO amount (ex tax)

Other Things to Remember:

1. Old PO Numbers
    • PO numbers issued before 1st June from our old system (in the format ‘306XXXXXX’) won’t be valid when issuing invoices to the new NHS Property Services Ltd connection in Tradeshift
    • From 29th June you can begin submitting invoices but you will see an error message if attempting to use these old PO numbers
    • Any remaining invoices relating to these old POs should be submitted by creating a Non PO invoice from your Tradeshift account from 29th June onwards
    • You will start to receive POs from our new system into your Tradeshift account from 3rd July for goods and services provided after this date (in the format ‘PXXXXXXX’)
 2. Property ID / Name
    • Each line of your new PO will relate to a specific property which will be displayed on the PO in Tradeshift
    • The property is directly linked to the PO line number in our system and you should not attempt to amend this on your invoice in Tradeshift
    • Any changes you do make to the Property ID / Name field that do not match the detail for that line number on the PO will not be uploaded to our system and could result in overbilling against the wrong property and subsequent payment delays
    • Invoices will always be processed against the property stated on the line on the PO
    • If you believe the details on your PO are incorrect you should contact the person you supply goods and services to to arrange for an amendment to be processed
3. Credit Notes
    • When submitting credit notes in Tradeshift you can only reference a related invoice number that was submitted through Tradeshift to NHS Property Services Limited directly
    • Invoices submitted by paper or to SBS via Tradeshift (for those suppliers previously with a Tradeshift account) will not be available to link to
    • In this case please add the related invoice number in the ‘Description’ field on your credit note (leaving the ‘Invoice Number’ field blank)
4. Bank Details
    • We can only pay you into the bank account details we hold in our system for you
    • If you need to set up new bank details please contact us at finance.helpdesk@property.nhs.uk providing a copy of the bank details on letter headed paper and a member of our team will be in touch to verify the details and make any changes
    • Please note that we are unable to upload bank details submitted by you in Tradeshift

Should someone else be reading this?

If you are receiving electronic invoicing activation emails from the Tradeshift Network, but wish to direct these emails to someone else in your organization, please fill out and submit the form below:

Table of contents

Ticketing

Ticket Overview

You can get a quick overview of the tickets in your company’s ticketing groups by clicking the “Tickets” tab. You can then click the following tabs to list the tickets differently:

  • My requests: tickets issued by you - where you are the requester
  • Followed: you can choose to follow and thereby receive notifications on any ticket in your company groups
  • Unassigned: view tickets in your company’s ticketing groups that have not yet been assigned to anyone
  • All Active: view all tickets that are not in Solved or Closed status
  • All Solved: view all Solved or Closed tickets
  • Search: you can search for tickets in your company ticketing groups here. See the detailed search syntax here (links to search syntax article/section/whatever)

When viewing the ticket lists, the different icons correspond to different statuses and priorities:

Statuses
  • New
  • Open
  • Pending
  • Solved
Priorities
  • Low
  • Normal
  • High
  • Urgent

Ticket creation

We encourage every Tradeshift user to create new support queries from within the Tradeshift platform. This allows the Tradeshift Support team to obtain more information about the ticket and thereby improve the quality of the support we can provide for you! To create a new ticket, simply click the green “ new request” button when viewing the “Tickets” tab. You will then have to go through the following flow:

  • 1. Requester: who is requesting the ticket? Is it you or are you creating a ticket on someone’s behalf? You can also choose here to follow the ticket if you’re requesting it on someone’s behalf - if you create it for yourself you will be notified as ticket Requester.
  • 2. Type: choose your request type: Do you need Tradeshift to help you with something? Do you have comments or feedback for us? Are you interested in learning more about a specific feature?
  • 3. Categorization: Which area of the Tradeshift product or platform does your request concern? Is it about Documents? Your Network? What action on said area does your request concern? For example, if you chose Documents as your area, your action could be Sending or Rejecting.
  • 4. Properties: In this panel you can set the support properties for the ticket - which ticketing group does this ticket belong to?
    • a. 1L groups should be used by default for mundane queries - select the Supplier group if the query is on behalf of a supplier, or the Employee group if you or another one of your company’s employees is making the request.
    • b. The 2L group is exclusively for integrated supplier cases. Select this group if the ticket you are creating is about launching a new integration on behalf of a supplier or regarding maintenance of an existing integration.
    • c. The 3L group is for customer operations. These include: rollout assistance, integration extension/ failure investigation, forwarding, tagging, new accounts, validation setup, production / sandbox setup /testing, training, configuration creation/changes, etc.
    Finally, select the ticket priority. You can read about when to use each priority here.
  • 5. Content: It’s now time to write your ticket! Follow the instructions on the form in terms of length and attachments. Try to be as detailed and descriptive as possible, so our Support agents can be as efficient as possible on resolving your case.
  • 6. Review: On this last panel, you will be able to review all the information you’ve entered and make sure everything you’ve entered is correct. Once you’re sure everything looks good, you can click submit!

Ticket assignment

Each ticket that comes in from either suppliers or customer employees like you get picked up by the Tradeshift First Level Support team, and then get assigned to the appropriate person. It is possible that a ticket submitted by a supplier will be assigned to you by a Tradeshift Support agent, if they judge the matter should be resolved by a customer agent. For example, if a supplier is asking about the payment of one of their invoices, Tradeshift technical Support cannot answer their request and so a customer agent would need to be involved. You will be notified by email if a ticket is assigned to you, and it is your responsibility to answer the supplier’s query and mark the ticket as solved once you’ve resolved the matter.

Ticket statuses

  • New: Tickets with this status have just been created by the Requester and have not been assigned yet. The Tradeshift Support advocates are in charge of assigning the tickets to the right agents and putting them in the right groups, if need be.
  • Open: tickets in open status are waiting on an action from the Ticket Assignee
  • Pending: tickets in pending status are waiting on an action from the Ticket Requester
  • Solved: a ticket gets marked as Solved once the query has been resolved. A Solved ticket can be re-opened if anyone involved in the ticket posts a reply in it.
  • Closed: after X amount of time, a Solved ticket becomes Closed and cannot be re-opened. An attempt to re-open it will instead create a new follow-up ticket.

Ticket priority

Ticket search syntax

The ticket property keywords and their values that you can use in your searches are described in the following table. Not all of the ticket data is searchable.

Keyword Description
Ticket ID

There isnt a property keyword for the ticket ID. Instead, you simply search for the ticket by its ID number in the following format:

233
created

The date, or date and time, the ticket was created. Enter date in yyy-mm-dd format.

created:2011-05-01

Search within a date or time range. Enter times using ISO 8601 syntax. For example, to search for a ticket created between 10:30 a.m. and 12 p.m. (UTC) on August 1, 2014:

created>2014-08-01T10:30:00Z
created<2014-08-01T12:00:00Z
updated

The date of the most recent ticket update.

updated>2011-05-15
solved

The date the ticket was set to solved.

solved<2011-06-01
due_date

The due date of tickets.

due_date:2011-06-01
submitter

The ticket submitter. This may be different than the requester if the ticket was submitted by an agent on behalf of the requester. You can specify "none", "me", user name (full name or partial), email address, user ID, or phone number.

submitter:me

Replying to tickets

There are two types of replies one can do on tickets:

  • Public replies: public replies are visible by everyone. When the requester, or people in CC reply on a ticket, it is always a public reply.
  • Private replies: private replies can only be made by customer agents or Tradeshift Support agents. In some contexts, it can be beneficial to discuss some details around a Support case privately between the customer and Support agent. Take care when a Tradeshift Support agent makes a private reply directed to you, they may be asking you to step in and reply publicly, or they may just need some information from you!

Agents & users

Adding an agent or contact

Adding a new agent is very simple. Simply go to the “Contacts & Agents” tab and click the green “Add contact” button! You will then have to fill in the following information:

  • Name - the name of the new agent
  • Direct email - the agent’s email so they can be reached by the Support team, if necessary - this address is also the agent’s Tradeshift account email address
  • Business group email - does this agent belong to a certain group (AP, IT, etc) and if so, can the rest of the group be reached through a common email address? If so, enter that email address here. This is useful for the Support team so they can get in touch with another person within the appropriate group, should this agent be on leave for example.
  • Phone - Support cases are sometimes best resolved over the phone. Let us know how we can contact you and your colleagues!
  • Role - The agent’s role within your company. In order to be able to answer as wide an array of questions as possible, we recommend our customer agents to be spread out over the following company departments:
    • Accounts Payable
    • IT
    • Project Management (involved in the Tradeshift project)
  • Note - you can use this field to let Tradeshift Support know in which situations this particular agent should be contacted, or how to get in touch with their department if the agent is unavailable.
  • City & Country - where is this agent located? It is helpful for Support to know they can contact someone in the appropriate timezone or that has knowledge about specific actions in a specific company branch
  • Agent status - agent access means that the agent will be able to access the agent ticketing interface, just like you. If kept off, then they will not be able to access this view, but their contact information will be visible to Tradeshift Support agents. It is up to you who in your company requires agent status or not.

If you are adding one of your colleagues that is already set up on your Tradeshift account, it can take up to 2 hours before they are able to view the new ticketing agent interface. If the person you are adding is not yet on Tradeshift, then they will be invited to join Tradeshift and will immediately be able to view the agent interface once they activate their account.

Please note that after you create a new agent, you can edit all of the above information except their name and email, which are taken from their Tradeshift account. If this information needs to be modified, the agent will have to do so from their Tradeshift account’s settings.